Senior Departmental Clerk

BC General Employees' Union (BCGEU); Burnaby; On-site; CAD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a Senior Departmental Clerk to provide high-level administrative support within the Investment and Pension Services Department. This role involves guiding administrative staff, managing sensitive information, and supporting shareholder engagement processes. The ideal candidate will possess exceptional attention to detail, strong communication skills, and the ability to handle multiple priorities in a fast-paced environment. Join a dynamic team committed to social justice and workplace equality, where your contributions will make a significant impact on the lives of British Columbians.

Benefits

Competitive Salaries

Excellent Benefits Package

Inclusive Workplace

Opportunities for Growth

Qualifications

• 2–4 years of senior administrative experience in a financial or governance setting.
• Exceptional attention to detail and organization skills required.
• Ability to manage competing priorities and sensitive timelines.

Responsibilities

• Coordinate the work of administrative staff and manage appointments.
• Assist in preparing shareholder proposals and governance support.
• Provide direct support to department directors and manage sensitive information.

Skills

Administrative Support

Communication Skills

Attention to Detail

Microsoft Office Suite

Confidentiality

Education

High School Diploma

Secretarial or Administrative Training

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft Teams

Atlassian Jira

Zoom

Docusign

Adobe Acrobat

Job description

BCGEU thanks all applicants for their interest; only those selected for an interview will be contacted. This position is only open to those legally entitled to work in Canada and are residents of the Province of BC.

THE ORGANIZATION

About Us : The BCGEU is one of the largest and most diverse unions in British Columbia with over 95,000 members in 550 bargaining units in the public and private sector. We trace our beginnings back to the early 1900s when provincial government employees formed an association to address their working conditions. Since then, our union has organized thousands of workers outside the government service. We’re continuing to grow.

The BCGEU believes that every worker is entitled to union representation and free collective bargaining without discrimination. Collective bargaining rights are human rights. We strive to eliminate barriers to members’ involvement and inclusion in union activity. All people are entitled to enjoy human rights, political freedom, quality public services, democratic government, and a sustainable environment, in a just society. The BCGEU commits to social justice, equality, workplace safety, decent wages and working conditions. We will pursue social, economic, and political justice as those are the goals upon which the labour movement was founded.

BCGEU offers competitive salaries and an excellent benefits package. But a job is more than a pay cheque. We also offer our staff the opportunity to work together to make a difference. When employees go home at the end of the day, they experience the satisfaction of knowing they’ve helped provide justice and fairness for British Columbians.

Salary :

Wages : $42.64-45.71 per hour

Position Summary

Job Summary :

A Senior Departmental Clerk is required to provide high-level administrative and organizational support within the Investment and Pension Services Department , with responsibilities that include guiding administrative staff, supporting shareholder engagement processes, and providing confidential assistance to departmental directors. The role requires a professional with exceptional attention to detail, sound judgment, and the ability to manage multiple priorities in a sensitive and highly regulated environment.

Key Responsibilities :

Team Guidance & Administrative Operations :

• Coordinate the work of administrative staff in the Investment and Pension Services Department including assigning non-routine tasks, monitoring performance, and supporting the training / orientation of new team members.
• Processing a variety of investment- and pension-related documents, including forms, correspondence, agreements, reports, and meeting materials from longhand, draft, or audio recorder.
• Drafting replies to general correspondence and signing routine communications.
• Managing appointments, coordinating travel arrangements, and maintaining departmental filing via SharePoint.
• Answering and triaging general inquiries, receiving and distributing mail, and ensuring efficient office workflows.
• Make independent decisions regarding priorities for the team, balancing deadlines and resources without needing direct supervision.
• Scheduling team meetings, tracking team availability, ensuring departmental communications are maintained.

Shareholder Engagement & Governance Support :

• Assisting in the preparation and filing of shareholder proposals, investor and legal correspondence related to pension investments, and proxy voting activities.
• Maintaining the shareholder engagement calendar and tracking critical regulatory and filing deadlines.
• Supporting outreach to companies, asset managers, and shareholder coalitions; preparing briefing notes and engagement documentation.
• Posting and maintaining content on internal / external websites related to investment and shareholder activity.
• Using BCGEU’s email platform to distribute shareholder updates, bulletins, and mass communications.

Director-Level & Executive Support :

• Providing direct support to the department’s directors, including calendar and email management, confidential correspondence drafting, document preparation, and board / committee coordination.
• Preparing meeting packages and supporting materials for director-led presentations or briefings to governance bodies, trustees, or stakeholders.
• Managing sensitive financial, governance, or pension-related information with a high degree of confidentiality and discretion.
• Coordinating with other units such as Legal, Communications, and Finance to support integrated pension and investment operations.
• Assisting other areas of the Investment and Pension Services Department as required, particularly during high-volume or peak periods (e.g., AGM season, filing deadlines, etc.).
• 2–4 years of senior administrative or secretarial experience, preferably in a financial, pension, or governance setting.
• High school graduation supplemented by secretarial or administrative training.

Knowledge, Skills, & Abilities :

• Excellent keyboarding skills (60–70 wpm);
• Proficiency in Microsoft Word, Excel, Outlook, Teams; familiarity with website content management systems and email marketing tools is an asset. Experience working with Atlassian Jira, Zoom, Docusign and Adobe Acrobat forms would be an asset.
• Strong written and verbal communication skills, including grammar, spelling, and editing.
• Exceptional attention to detail, organization, and the ability to manage competing priorities and sensitive timelines.
• Demonstrated ability to handle confidential material and liaise with internal / external stakeholders in a professional manner.

How to Apply :

Please review the attached job description for a complete list of duties, qualifications and competencies. To be considered for this competition, applicants must submit a cover letter and resume clearly identifying how they meet the qualifications necessary for this position. This information will be used as part of the selection process.

Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application.

If you are passionate about what you do and want to use your expertise to engage in meaningful and challenging work, please apply to join our team today at [emailprotected] .

Submit applications no later than 5 : 00pm, Sunday May 4, 2025.

At BCGEU, we're committed to providing a healthy, safe and inclusive workplace where respect and diversity are recognized assets. We invite and welcome applications from women, visible minorities, Indigenous Peoples, People with Disabilities and Disabled People, people of all sexual orientations and gender identities, and all people committed to meaningful work that makes a difference.

We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process. If you require accommodations at any point during the application and hiring process, please contact [emailprotected] .